Facility Agreements & Forms

Room full of UC Master Gardener volunteers listening to a woman speak — Photo credit: Bob Carey

Oftentimes local UC Master Gardener Programs host trainings, workshops or demonstrations that require agreements or additional policy support and review. The UC ANR Risk Services department develops and maintains programs to protect staff and volunteers from unanticipated loss.

The most current and detailed information about programs offered by UC ANR Risk Services can be found on their website, ucanr.edu/risk.

Who to Contact for Help

UC ANR Risk and Safety Contacts
Risk Services	Environmental Health and Safety
Examples of common Risk Services issues or questions: insurance certificates facility agreements incident reports insurance claims assessment of risk and liability criminal background checks DMV Employer Pull Notice Website: ucanr.edu/risk Email: risk@ucanr.edu	Examples of EH&S common issues or questions: employee safety training equipment safety pesticide safety reporting injuries emergency planning COVID-19 Website: safety.ucanr.edu Email: ehs@ucanr.edu

Room or Facility for a Meeting or Activity

If the facility has an agreement which has language that is not favorable to UC's responsibility of proportionality, the Attachment B (PDF) should be used to modify the hold harmless language. In some instances the Attachment A (PDF) should be used which has reciprocal language where both parties agree to be responsible for their negligent or intentional acts. Cross out the language and write "See Attachment B or A."
The county director or program director is the only person authorized to sign these agreements and attachments. If the facility requires proof of insurance you may provide the Generic Certificate of Insurance, however if they want to be named as an additional insured you will need to complete the Online Request for Certificate of Insurance.
If the facility does not have an agreement, in most instances the Attachment D (PDF) which has reciprocal language should be used as the agreement, as well as obtain proof of the facility's liability insurance (declaration page). In some instances, facilities such as city, county, school districts, fire and police departments, an Attachment E (PDF) should be used which usually does not require proof of insurance since these entities are typically self-insured. If the facility requires proof of insurance you may provide our Generic Certificate of Insurance, however if they want to be named as an additional insured you will need to complete the Online Request for Certificate of Insurance.

Garden Tours

An Attachment D (PDF) should be prepared and proof of liability insurance (declaration page) obtained from the homeowner. You will also need to complete the Online Request for Certificate of Insurance to provide UC's insurance coverage to the homeowner.
There are instances where a homeowner may object to completing the Attachment D (PDF) because it states that they agree to indemnify UC. In this situation you should use the Attachment E (PDF) and obtain the proof of liability insurance and complete the Online Request for Certificate of Insurance to provide UC's insurance coverage to the homeowner.

Demonstrations or Meetings on Private Property

Typically, you will complete the Attachment D (PDF) the same as for a garden tour and obtain proof of liability insurance (declaration page) from the homeowner or landowner. You will also need to complete the Online Request for Certificate of Insurance to provide UC's insurance coverage to the homeowner or landowner.

Booths at Farmers Markets and Fairs

Typically, farmers markets have an agreement to complete which may have language that is not favorable to UC. If this is the case, the Attachment B (PDF) should be used to modify the hold harmless language in the agreement. Cross out the language and write "See Attachment B." If the facility requires proof of insurance you may provide our Generic Certificate of Insurance, however if they want to be named as an additional insured you will need to complete the Online Request for Certificate of Insurance.
District Agricultural Associations and most Fair Authorities have agreements to complete; however, they have agreed upon indemnification language, which is the Attachment A (PDF) language. There is also a fair letter that you may attach to the agreement after you cross out the unfavorable language and write "See Attachment A or See Fair Letter." You will also need to complete the Online Request for Certificate of Insurance to provide UC's insurance coverage.

Bus Trips and Tours

You may go through purchasing to enter into a contract with a bus company for transportation that is on UC's approved vendor list, or you may contract with a company directly that you have a relationship with. In either case you will need to make sure that the bus company has adequate levels of liability insurance and obtain their proof of insurance.
If the bus company will be transporting up to 20 persons they will need a minimum of $5 million in combined general aggregate insurance. If they will be transporting more than 20 persons, the combined general aggregate limit should be $15 million. If you are not sure of their limits you may forward the proof of insurance to Risk Services for review.